In our exploration of Microsoft Office applications, we’ve noticed a recurring question about the whereabouts of Microsoft InfoPath. InfoPath was an application that allowed users to create complex electronic forms with structured data, and it was released as part of the Microsoft Office 2003 suite. Its functionality catered to both individuals and business environments, making it a versatile tool for data collection and distribution. However, users upgrading to newer versions of Microsoft Office have found that InfoPath is no longer included past the 2013 version of the Office suite.
Microsoft’s decision to phase out InfoPath has led to some confusion and challenges for users. As of the 2016 edition, InfoPath has been removed from the Microsoft Office suite, leaving those with .XSN files, the extension for InfoPath forms, seeking alternatives for their established workflows. Meanwhile, Microsoft introduced alternative solutions for customized forms and automated workflows that integrate with Microsoft 365 and SharePoint. Regardless of these changes, the legacy of InfoPath lingers as organizations transition their form-based processes to other platforms.
Contents
Understanding InfoPath in Microsoft Office
In this examination of Microsoft InfoPath within the Office suite, we focus on its definition, integration into business workflows, and practical application through form templates.
What Is Microsoft InfoPath?
Microsoft InfoPath is a software application that allows us to create, design, and fill out electronic forms. Form templates can be created with InfoPath, which later turn into active forms where users can enter data.
The Role of InfoPath in Business Processes
Within business processes, InfoPath is instrumental in gathering and sharing information. It supports workflow initiation, data collection, and automatization, helping businesses streamline their operations.
| Business Need | InfoPath’s Role | Impact |
| Data Collection | Form Creation and Submission | Efficiency in Processes |
| Workflow Management | Form-Driven Workflows | Improved Process Accuracy |
| Information Sharing | Data Integration | Streamlined Communication |
InfoPath Form Templates and Their Uses
We often utilize InfoPath’s form templates to collect structured data. Our users benefit from features such as data validation and conditional formatting to improve the data entry experience.
Common uses of form templates include:
✅ Surveys
✅ Expense reports
✅ Timesheets
It’s important to note that Microsoft has phased out InfoPath from its Office suite, starting with versions newer than Office 2013. While Microsoft 365 offers alternative solutions with similar functionalities, businesses relying on InfoPath need to adapt or seek support to transition their forms and templates.
Integrations and Data Management
In the realm of Microsoft InfoPath, effective management of data is paramount. We’ll explore how InfoPath integrates with various data services and enhances data management through connections, services, and database interactions.
Data Connections and Data Sources in InfoPath
Part of what makes InfoPath robust is its accommodation for Web Services. These services provide a layer of flexibility, allowing forms to consume or submit data. We can extract complex business logic outside of the form, taking advantage of existing operations by configuring InfoPath to communicate with various SOAP-based Web Services. This functionality is especially useful for processing business logic or accessing data that’s not directly stored within SharePoint or your local databases.
| Database | Integration Type | InfoPath Compatibility |
| SQL | Direct | Custom SQL Queries |
| SharePoint | Direct/Indirect (via Data Connections) | Forms Services, SharePoint Lists |
| Microsoft Access | Direct | Database Queries |
With InfoPath, we’re not limited to SharePoint integrations only. Direct connections to SQL databases are possible, providing a more robust data handling capability for complex scenarios. Microsoft Access databases are also supported, allowing smaller-scale or legacy applications to continue benefiting from InfoPath’s form functionalities. In the browser-enabled form templates in SharePoint, users can interact with, edit, and submit data that is processed against SQL databases or SharePoint Lists. This keeps our data management unified and accessible via a web browser, raising our productivity across the board.
Transitioning from InfoPath to Modern Solutions
We understand that transitioning from InfoPath, a trusted tool for form creation and data gathering, can be daunting for many organizations. With Microsoft’s shift from InfoPath to more contemporary platforms, we’re walking you through the upgrade process to ease the migration to current technologies like PowerApps and Microsoft Forms.
Upgrading from InfoPath 2013
Exploring Alternatives: PowerApps and Microsoft Forms
| Feature | PowerApps | Microsoft Forms |
| Complexity | Low-code flexibility for complex scenarios | Simple, for quick surveys and quizzes |
| Customization | Highly customizable with rich functionality | Limited customization options |
| Mobile Support | Fully functional on mobile devices | Accessible on mobile devices |
| Workflow Integration | Integrates with Power Automate for workflows | Basic workflow connectors |
| Primary Use Case | Enterprise-level applications | Quick data collection |
While we evaluate alternatives, it’s imperative to understand the core distinctions between PowerApps and Microsoft Forms. If your needs involve complex data forms and processes, PowerApps offers a robust suite of functionalities, including rich customization and integration with other Microsoft services. It enables the creation of enterprise-level applications that can operate efficiently on various devices, including mobile. On the other hand, for simpler tasks such as surveys or quick data collection, Microsoft Forms provides an easy-to-use platform that allows quick form creation with limited but adequate flow integration. As we move forward, we’ll carefully consider which platform aligns best with our organizational needs and existing processes to ensure a smooth transition.
Advanced InfoPath Features and Administration
In our experience with InfoPath and Microsoft Office, certain advanced features such as workflows and conditional formatting have proven essential for enhancing data management and form usability. Similarly, administration via the SharePoint Admin Center is crucial for InfoPath form services management.
Implementing Workflows and Conditional Formatting
We’ve found that incorporating workflows into InfoPath streamlines business processes by automating actions based on user inputs or conditions met within the form. Furthermore, conditional formatting elevates the user experience by making forms more intuitive and dynamic. Complex workflows can be designed using Windows SharePoint Services 3.0 to interact with InfoPath, triggering actions like email notifications or data transfers. It’s beneficial to thoroughly understand these features to fully utilize InfoPath’s capabilities.
Management of InfoPath Forms Services is a task usually reserved for an admin within the SharePoint admin center. They are responsible for settings that affect how end users interact with InfoPath services, such as enabling or disabling the publishing of browser-enabled form templates. In our management of these services, we ascertain which settings optimize the performance of forms and enhance the end user’s experience.
Publishing and Managing Browser-Enabled Form Templates
Publishing browser-enabled form templates allows for the creation of accessible forms rendered within a web browser, bypassing the need for InfoPath on the user’s device. We handle the publishing of templates by uploading the .xsn file to the appropriate SharePoint library. Here’s how we typically manage these forms:
| Publishing Steps | Management Tasks | SharePoint Integration |
| Choose the .xsn file | Set permissions | Link with SharePoint libraries |
| Upload to SharePoint | Monitor form usage | Integrate with Web Service |
| Activate to site collection | Update templates as needed | Design for browser compatibility |